Student Information System (SIS) & Data Specialist Full Time

The Student Information System Support Specialist provides vital day-to-day operational support and functional oversight for the division’s Student Information System (SIS). This role acts as a primary advocate for the SIS, representing school and user needs to Division Services and vendors, while reinforcing sustainable and consistent system practices with end users. The specialist ensures systems are available, configured correctly, and used consistently across the division, bridging the gap between technical requirements and educational operations.

Core Responsibilities (General)

System Operations & Configuration

• Provide day-to-day operational support and functional oversight for the Student Information System (SIS), ensuring systems are available, configured correctly, and used consistently.
• Support SIS setup and annual configuration activities, including calendars, terms, schedules, and user access, in preparation for each school year.
• Prepare end-of-year and new-year start-up processes to ensure a seamless transition between academic years.
• Support the annual student registration and re-registration processes, working with schools, Central Office, Technology Services, and vendors to ensure timelines, configurations, and data flows are aligned.
• Participate in system enhancements, process improvements, and integration initiatives involving student information systems and related applications.
• Represent the school division at provincial user groups and focus group meetings.
• Conduct research and development into product enhancements (evaluating new features or plugins).
• Maintain the student information system software environment and recommend improvements in processes and workflow

Data Quality & Provincial Reporting

• Support provincial reporting processes, including PASI submissions, PASI alert corrections, Marks Store activities, and related reconciliation and validation tasks
• Liaise with Alberta Education & Childcare related to the Provincial Approach to Student Information (PASI).
• Ensure provincial and federal government standards, requirements, and reporting expectations related to student information are clearly communicated, understood, and consistently applied across student data.
• Prepare student record submissions for Alberta Education & Childcare, including consolidation, validation, and resolution of data errors.
• Support ongoing data quality efforts by identifying trends, recurring issues, and systemic gaps, and working collaboratively with schools and Central Office teams to address them.
• Assist with standard report development, data extracts, and system configurations required to support operational and reporting needs, within the capabilities of the SIS.
• Collect and submit student data to relevant provincial bodies, such as Alberta Health Services, as required.
• Perform auxiliary data management functions to ensure the seamless operation and integration with provincial information systems.

Training & Stakeholder Support

• Coordinate and deliver training for school-based staff, Central Office teams and other staff related to student information systems and associated software.
• Develop, maintain, and deliver training, documentation, and guidance to support effective, consistent, and compliant system use by school-based and Central Office staff.
• Ensure training materials and approaches support varying levels of technical comfort and operational roles.
• Support school-based staff and Learning Services in the configuration, use, and ongoing management of student plans within the SIS by providing guidance, system support, training, and clarification of system requirements to ensure plans are accurately represented and consistently structured.
• Provide technical support and end-user assistance to all school sites within the division.
• Work closely with stakeholders to build confidence, consistency, and effective system use across the Division.

Privacy, Security & Records Management

• Support privacy, security, and legislative compliance by ensuring application configurations, access controls, and workflows align with Division requirements, including ATIA/POPA and student records obligations.
• Maintain strict confidentiality relative to school division operations and student data, avoiding discussion of sensitive information outside of formal, authorized channels.
• Support the digitization, organization, and appropriate use of student records within divisional systems.
• Work collaboratively to ensure the integrity and security of division student data.
• Follow protocols set for electronic document management systems and support the recovery or maintenance of files as required.

Qualifications:

Required

• Knowledge and experience in a wide variety of technologies and applications, including but not limited to PowerSchool, PASI, and Google Workspace for Education.
• Strong communication and interpersonal skills, with the ability to explain complex technology in accessible, educator-friendly ways.
• Experience in developing training materials, delivering professional development, and providing daily use support to staff.
• Demonstrated growth mindset and a commitment to ongoing professional learning and certification in relevant areas of responsibility.
• Familiarity with inclusive education practices and how to configure student plans and assistive records within an SIS framework.
• Strong communication and interpersonal skills, with the ability to explain technology in accessible, user-friendly ways
• Exceptional attention to detail and accurate proofreading skills.
• Excellent time management skills and the ability to prioritize multiple demands.
• Ability to work independently with minimum supervision as well as part of a team.

Assets

• Experience leading professional learning or mentoring colleagues.
• Experience working with central office teams or leading division-level initiatives.